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C O N T E N T S 5 Welcome to PaperPort Installing and Activating PaperPort Registration Learning PaperPort Technical Support What’s new in PaperPort 11? 11 Getting to Know PaperPort The PaperPort desktop PaperPort items The Folders pane PaperPort item thumbnails PaperPort page thumbnails Two-part desktop The Page View window Customizable toolbars 11 12 12 13 15 15 16 17 17 Acquiring Items Scan to the PaperPort desktop Set up your scanner with PaperPort Using Scan Profiles Print to PaperPort Capture w
Protecting Items 27 Filing Items 28 Add search criteria to items Finding Items Find items by their properties Find words in an item Add items to the All-in-One Search index Use the All-in-One Search pane Use PDF Searchable Image Schedule indexing tasks 29 30 30 31 31 32 32 33 Sharing Files 33 Sending Items to Other Programs 34 Use OmniPage with PaperPort Customize the Send To bar Adjust Send To options Converting Items Convert items to image formats Assembling documents Convert images to text
Welcome to PaperPort Welcome to the ScanSoft® PaperPort® Getting Started Guide. PaperPort provides the easiest way to turn paper into organized digital documents that everybody in an office can quickly find and use. PaperPort works with scanners, multifunction printers, and networked digital copiers to turn paper documents into digital documents. It then helps you to manage them along with all other electronic documents in one convenient and easy-to-use filing system.
Registration Registration enables you to take full advantage of Nuance® product support and to receive notifications of product updates. When you finish installing PaperPort, you are prompted to register online. If you want to update your registration information, you can always go to the Nuance web site at http://www.nuance.com. Learning PaperPort This guide introduces you to PaperPort and shows you how PaperPort can help you manage your information.
Technical Support Nuance offers both complimentary and fee-based technical support options designed to meet your individual needs. Our services offer person-to-person telephone and e-mail technical support. We also offer self-service, 24-hour access to our Knowledge Base. Visit http://www.nuance.com for information about your support policy, local support contacts, and product updates. Before contacting Nuance, be sure to read the user documentation and review the Release Notes.
What’s new in PaperPort 11? PaperPort 11 includes a number of valuable new features to help you manage your documents. Unprecedented Performance Faster launch, quick folder navigation, bigger folder capacity and faster item display both on the PaperPort Desktop and in Page Viewer. Improved OCR Accuracy PaperPort 11 provides more accurate conversion to text on scanned and PDF documents including lower resolution images.
Capture Assistant Have more precise control over multi-page scanning with the integrated Capture Assistant. The widest range of options are provided in PaperPort Professional 11. Folder Notes If you want to automatically add the same subject, author, or keywords to all PDF and MAX items coming into a specific folder through scanning or DesktopDeliveryTM, use Folder Notes. Entering keywords and subjects makes it easier to find items later.
The following advanced features are available only in PaperPort Professional 11: Unlimited Scan Profiles You can freely create and configure new Scan Profiles, or remove unwanted ones. Professional Capture Assistant Professional Capture Assistant: The Capture Assistant displays thumbnails of pages as they are scanned. After scanning, you can re-order or rotate pages or add blank separator pages. When you are done, you can specify subject, author and keywords for your items.
Getting to Know PaperPort This section introduces you to the different parts of PaperPort. Refer to the PaperPort Help for detailed information about all these topics. PaperPort How-to-Guides The How-to-Guides display on first program launch. They are a series of miniguides that help you get started easily by providing concise overviews of key program areas, such as scanning, searching, document assembly and the like.
PaperPort items The documents and photographs you acquire in PaperPort are called items. There are two types of items: image items and text items. Image items are scanned documents, photographs, and other digital items in an image format, such as PDF, JPEG, TIFF, or PaperPort Image (.max). You create image items from documents, photographs, line art, or other items that you scan, copy, or bring in to the PaperPort desktop. Text items are documents that contain editable text, such as Word (.
The My PaperPort Documents folder contains several subfolders whose names – such as Articles, Business Cards, Photographs, and Receipts – illustrate the different ways you can organize your items in PaperPort. The Samples folder contains sample documents and photographs to help you get started using PaperPort. When you have acquired your own PaperPort items, you do not have to use the My PaperPort Document folder to store them. You can add other local and network folders to PaperPort's Folder View.
• • PDF Image items HTML documents Each item thumbnail appears with an icon that identifies the program in which it was created or is currently associated. This makes it easy and convenient to quickly see and find all different types of items on your computer. Click on a thumbnail to see image attributes. A small icon indicates that the Read-only attribute is set for that item. A small icon indicates that the image has annotations.
PaperPort page thumbnails The Page Thumbnails pane on the PaperPort desktop and in PageViewer displays thumbnails for multi-page image items. Select a multi-page item, then click the Page Thumbnails button or use the View menu. Page-level operations can be done quickly without having to open the files. The first three items listed below are available for all image files. The remainder are available for PDF files (both on the PaperPort desktop and in PageViewer) and MAX files (desktop only).
Function pane showing page thumbnails Active Workspace Desktop split Inactive Workspace Function pane showing folders Send To bar The Page View window To view an item in the Page View window, double-click an item thumbnail in Desktop view, choose View from its shortcut menu or select the item and click the Page button on the Command bar. The Page View window allows you to take a closer look at your items and to touch up and annotate them. You can also enlarge or reduce the view for easy reading.
Customizable Toolbars PaperPort’s buttons are placed into five groups according to their functionality. You can move, dock, reposition toolbars, and set which buttons you want to display on the PaperPort desktop and in Page View as well. To customize a PaperPort toolbar right-click it and choose Customize... .
Scan to the PaperPort desktop PaperPort is designed to work with TWAIN- and WIAcompatible scanners. (ISIS® scanner driver support is available on request, only in PaperPort Professional 11.) Click the Scan or Get Photo button to display the Scan pane. Choose a scan profile. Profiles are optimized for typical scanning tasks. Then choose between using the native interface of the scanner or utilizing the new Scanner Settings pane of PaperPort for best scanning results.
Set up your scanner with PaperPort Before using PaperPort for scanning, your scanner should be installed with its own scanner driver software and tested for correct functionality. Scanner driver software is not included with PaperPort. Properly installed and correctly functioning scanners are immediately available in PaperPort by clicking the Select button, and choosing one in the Available Scanners dialog.
Print to PaperPort To bring items in from other programs, you can print them to the PaperPort desktop as PDF Image or PaperPort Image (.max) items. This feature lets you quickly import spreadsheets, pictures, database files, word processing files, and other files into PaperPort as items on the PaperPort desktop. In PaperPort Professional, you can use Print to PDF to print the document in PDF Formatted Text & Graphics (PDF Normal) format.
Initially, the Folders pane shows a set of folders designed to help you get started using PaperPort. You can move or delete these folders whenever you prefer. You can add folders already on your computer to the Folders pane, including network folders and folders on external devices attached to your computer. Documents within these folders are then available for use within PaperPort. Refer to the PaperPort Help for more information about adding and using PaperPort folders.
You can auto-add item properties to PDF and MAX files entering the selected DesktopDelivery folder. Refer to the PaperPort How-to-Guides or Help for details. Import pictures from your camera To bring digital photos on the PaperPort desktop, first plug your camera in. If your device is displayed as a drive you can start acquiring your files.
Scanner Enhancement Technology tools Select Area Use the Select Area tool to select part of an image you want to cut, copy, or delete using the commands on the Edit menu or in the shortcut menu. Use it also to select part of an image before cropping or using the Remove Red Eye tool. Rotate an image Click the Rotate Right tool to rotate the selected item 90 degrees to the right. Straighten an Sometimes a document is crooked when scanned.
Remove part of an image When you want to save or work with only part of a page or image, you can crop the image or you can erase the part that you do not want to use. Use the Selection tool to define the part you want to keep and then use the Crop tool to remove the remainder. Select the Eraser tool to erase the area of the image that you draw over with the pointer. Remove stray Scanned images sometimes include stray dots or dots “speckles”.
Changing the black and white points N e po w b in lac t k de fa ul t de fa ul t N ew po w in hi t te You can do this to improve image quality by removing the very dark and overexposed areas. All colors lighter than your chosen new white point will become white. All colors darker than your chosen new black point are set to black. A typical use for this is to remove a shaded gray background in a document you want to OCR.
Annotating Pages PaperPort includes a collection of annotation tools that allow you to mark up scanned documents with information you would like to keep with that document. On PDF and PaperPort Image (.max) files, annotations are editable, meaning that you can reposition, change, or remove them – or edit textual content – whenever you want. On other types of image items, such as JPEG and Windows Bitmap files, annotations become a permanent part of the image when you save the item.
Note Want to give yourself a reminder? Select the Note tool and add a resizable note much like a sticky note that you write on and then stick on paper documents. Text Adding a text label to your images is simple with the Text tool. Select this tool to add a line of text with a transparent background. Highlighter Use the Highlighter tool to highlight any area of the image, just as you might use a highlighting pen on paper.
Filing Items A key to organizing items in PaperPort is filing items in appropriate folders. You can drag and drop items from one folder to another or from the PaperPort desktop into any folder you want. You can specify search criteria to help you find your items later. Moving and copying items between folders is also possible in split view across Workspaces. The name of each item appears below the thumbnail in thumbnail view. In a multi-page item, the name appears below the individual page names.
Add search criteria to items You can assign item properties to PaperPort Image items and PDF files, and then use the properties as search criteria to find items in PaperPort. PaperPort also allows you to assign the same keywords to multiple items at the same time, providing a powerful tool for organizing and locating similar documents and images.
Finding Items PaperPort provides features to help you find your PaperPort items. You can quickly find an item by visually browsing through thumbnails on your PaperPort desktop. When you have many folders and items, PaperPort provides more powerful capabilities with All-in-One Search. All-in-One Search provides many options for specifying where and what to look for when finding an item, including indexed text content. The information you want to find is referred to as search criteria.
Find words in an item To search for words within an item, you need to add the item to the All-in-One Search index and check Use All-in-One index. When you search using the index, you can find items that have been indexed by their properties, or text content, or both. Specify search limits: • all files in current folder but not its sub-folders • current folder plus sub-folders • all PaperPort folders and sub-folders.
Using PaperPort Options available from the Tools menu, you can specify whether you want All-in-One Search to run automatically each time you add a new item or modify an existing item. You can also set how long PaperPort should wait before starting the update process. If you prefer, you can manually update the All-in-One Search index for all items, a single item, or all items in one or more folders.
You can create files in PDF Searchable Image format, if you have ScanSoft OmniPage (the professional version of OmniPage 11 or higher) installed together with PaperPort Professional 11. Schedule indexing tasks The Index Manager is a PaperPort Professional 11 application designed to create, modify and schedule indexing tasks for a given local or network folder. Indexed files can afterwards be searched with the All-in-One Search.
• Access shared folders located on your local or wide area network, by adding the folders to your PaperPort Folder pane. • Access Sharing and Security settings directly from the folder shortcut menu. With PaperPort, it is simple to set up a shared folder on a server or a PC that can act as a central repository for all important office documents. Each PaperPort client can connect to that folder and use PaperPort’s document management features and paper handling tools to find and use documents instantly.
PaperPort supports a wide variety of programs including word processing, spreadsheet, fax, Internet e-mail, graphics, optical character recognition (OCR), and online services programs. The program link on the Send To bar does any necessary conversion and may provide options for sending the item. Use OmniPage with PaperPort If PaperPort exists on a computer with OmniPage, its OCR services become available and amplify the power of PaperPort.
Adjust Send To options You can tune Send To options to specify how you want to use a certain program on the Send To bar. For example, you can specify the file format in which PaperPort will save an item. If you have the professional version of OmniPage 14 or above on your system, use the Send To options for the OmniPage Workflows link to choose a workflow. To e-mail an item, simply drag and drop the item to your e-mail program on the Send To bar.
Converting Items Using PaperPort, you can convert scanned documents and text items to image formats, and convert images back to text. Convert items to image formats You can convert scanned documents and text items to image formats. The Save As command allows you to save image items to any of a variety of standard image formats including PDF, JPEG, and TIFF, as well as the native PaperPort Image format (.max). You can convert text items and image items to PaperPort Image items (.
• Combine into thumbnail PDF page: This creates thumbnails of all item pages and fits as many as possible on a PDF page. The original items remain in their original file types. Combining usually takes more time than stacking because of PDF generation. PaperPort Professional can additionally combine text items. To convert a text item, the application that created it must be available on your system.
Now, you can quickly type and tab to each field. You can also quickly reposition fields, insert new fields, and remove fields as necessary. After you enter data and complete the form, save the form to the PaperPort desktop so that you can print or e-mail the form in its entirety with its completed data. If you have a pre-printed form, use the Print Only Fields tool to print your responses directly onto the form.
Using ScanDirect ScanDirectTM is a PaperPort program that enables you to scan items and send them directly to PaperPort or other programs on your computer without first running PaperPort. ScanDirect runs as a separate program from the Windows Start Menu and displays the ScanDirect bar. Using ScanDirect, you can scan an item and immediately send the item to either: • A program on the ScanDirect Send To bar – Icons on the ScanDirect bar represent the programs that are linked to PaperPort and to ScanDirect.
